COMPANY LOGO HR OPERATIONS MANUAL

HR OPERATIONS MANUAL
QUICK FILE REFERENCE FOR SMALL ENTERPRISES

This Manual Includes Guidelines On:

 Recruitment
 Training & Development
 Performance Management
 Compensation & Benefits Program
 Employment Exit

Prepared by:
[Name]
[Date]

This manual was created to provide a quick reference for general HR operations,
procedures, templates and forms. It has been prepared in printed form and saved
as a computer file in the following locations:
a. Printed Manual – [location here]
b. Computer File – [location here]
Please be guided accordingly. May this manual provide us with a systematic and
effective Human Resource Program in our company.

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COMPANY LOGO HR OPERATIONS MANUAL

RECRUITMENT GUIDELINES

GOAL: To hire qualified, competent, long-term employees

that can grow with the company

PROCESS CHECKLIST:
 Application
 Screening
 Testing
 Interview
 Reference Check

DOCUMENTS & FORMS:

1. Application
a. Getting Applicants:
- Post job vacancy in Careers Webpage
- Text & Email blast
- Post in free internet forums
- Paid print or internet job ads (optional/for approval)
- Referrals from community
b. Sample Template:
- Sample Posting: appendix 1.1
- Sample Print Ad: appendix 1.2

2. Screening
a. Requirements:
- Applicants should send resume to [hr email address]
- Include photo & sample work if possible
- Store resumes in Applicants folder in email account. Do not print resumes to save paper.
- Schedule shortlist of candidates and let them bring resume & work samples
- Signs of quality applicants: good cover letters, work samples, neatness

3. Testing
a. Test Applicants:
- Job Interview Test: appendix 1.3a
- Writing Test for Marketing & Research Officers: appendix 1.4a
b. Answer Key:
- Job Interview Test: appendix 1.3b
- Writing Test: appendix 1.4b

4. Interview
a. Interview:
- Preferably interviewed by at least 2 Management Committe Representatives
- Use Sample Interview Guideline: appendix 1.5
- Explain 2 Week Testing for qualified applicants & Temporary Daily Wage
- Give Document Requirement List: appendix 1.6
b. Filing:
- Staple Job Test on Resume then file under “TryOut” or “Reject”: in HR File Rack

5. Reference Check
a. Call at least 1 to 2 previous employers and do background check
b. Reference Questions: appendix 1.7

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COMPANY LOGO HR OPERATIONS MANUAL

TRAINING & DEVELOPMENT GUIDELINES

GOAL: To instill company values, work standards and professional development

through a cost effective, good quality Employee Development Program.

PROCESS CHECKLIST:
 Orientation Staff Training Program
 Work Style Test
 Job Scope & Organization Chart
 Quarterly Test
 Employee Development Program

DOCUMENTS & FORMS:

1. Orientation Staff Training Program

a. Orientation Staff Training must be conducted during the 2-Week Trial
b. New Staff must complete the following Webinar Modules:
- Module 1 (Day1): Our Company (show webinar + give personal talk)
[webinar location here]
- Module 2 (Day1): Our Products & Services (show webinar + saleskit + website)
[webinar location here]
- Module 3 (Day2): Customer Service Experience Experience (show webinar + tour)
[webinar location here]
- Module 4 (Day2): Employee Handbook (show webinar + handbook signing)
[webinar location here] / appendix 2.1
c. Filing:
- Test Results must be submitted and filed in Employee 201 File in secured HR Cabinet.

2. Work Style Test

a. HOTS Survey:
- Candidate on Trial must take the workstyle survey:
[webinar location here]
- Take Note of Results & Record in Employee 201 File in secured HR Cabinet.

3. Job Scope & Organization Chart

a. Probationary Period: Given after 2-Week Trial
- After the 2 Week Trial, Mancomm will decide to hire or not to hire candidate
- Successful Candidate will get Job Description Orientation: appendix 2.2
b. Filing
- If hired, Appointment Contract, History & Other Docs will be filed in Employee 201 file.

4. Quarterly Test
a. Test Applicants:
- Quarter 1: January
- Quarter 2: April
- Quarter 3: July
- Quarter 4: October
b. Sample Template:
- Sample Employee Test: may be changed or updated: appendix 2.3
c. Filing:
- Test Results must be submitted and filed in Employee 201 File in secured HR Cabinet.

5. Employee Development Program

a. Program Inclusion:
- Employee Calendar: appendix 2.4
b. Filing:
- All materials used should be filed in HR File Rack & computer file
- All test results and activities must be recorded in Employee 201 File

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COMPANY LOGO HR OPERATIONS MANUAL

PERFORMANCE MANAGEMENT GUIDELINES

GOAL: To monitor, reward good employee performance

and provide a guideline for Excellent Performance Standards

PROCESS CHECKLIST:
 Performance Monitoring & Tracking System
 Performance Reward Programs
 Performance Evaluation
 Promotion Guidelines

DOCUMENTS & FORMS:

1. Performance Monitoring & Tracking System

a. Employee Performance Tracking
- All notable activities are to be recorded in the History Report in Employee 201 File.
(i.e. salaries, training, benefits receive, leaves, test results, awards, penalties, etc.)
- Employee must sign on every entry added in the History Report in Employee 201 File.
b. Sample Template:
- Sample Employee History Form: appendix 3.1

2. Performance Reward Programs (check updated file)

a. Employee of the Month – Stars & Strikes Program
- Reward Rules: pls. see memo
- Stars & Strikes Template: appendix 3.2
b. Employee Incentive Program
- Reward Rules: pls. see memo
- Tracking Systems: Calendar, Class Collection Summary & Sales Report

3. Performance Evaluation
a. Schedule for Performance Evaluation
- Semi-Annual: June & December
- Must be accomplished by Mancomm and discussed with Employee
- Must be signed by both and filed in Employee 201 File.
b. Sample Template:
- Sample Employee Performance Evaluation: appendix 3.3

4. Promotion Guidelines
a. Schedule:
- Every Six Months in Connection with Performance Evaluation
- Special Promotion Citation maybe given anytime for major accomplishments & results
b. Requirements:
- Must have completed Orientation Staff Training Modules 1-4
- Must have reached Competency Rating in Promotion Level
- Must have history review & approval of Mancomm
c. Promotion Orientation Tasks
- Orientation of New Job Scope
- Expectation Setting between Mancomm & Employee
- Use Promotion Letter as Guideline
d. Sample Template:
- Promotion Letter: appendix 3.4
e. Filing & Documentation:
- Must be recorded in Employee History Report in Employee 201 File

COMPENSATION & BENEFITS GUIDELINES

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COMPANY LOGO HR OPERATIONS MANUAL

GOAL: To provide a standardized & structured Compensation & Benefits program

that balances Business Health & Employee Welfare

PROCESS CHECKLIST:
 Compensation & Benefits Tracking System
 Compensation Structure
 Benefits Structure
 Long-Term Company Level Program

DOCUMENTS & FORMS:

1. Compensation & Benefits Tracking System

a. Compensation & Benefits Tracking
- All notable activities are to be recorded in the History Report in Employee 201 File.
(i.e. salaries, training, benefits receive, leaves, test results, awards, penalties, etc.)
- Employee must sign on every entry added in the History Report in Employee 201 File.
b. Sample Template:
- Sample Employee History Form: appendix 3.1

2. Compensation Structure
a. Compensation Structure is CONFIDENTIAL-FOR MANCOMM USE ONLY
- Accounting Department will handle computation for regular compensation.
- Compensation Structure: appendix 4.1
- Use Compensation Structure as Guide Only.
- Mancomm reserves the right to adjust compensation
based on Candidate/Employee qualifications, conditions & performance

3. Benefits Structure
a. Benefits Structure is CONFIDENTIAL-FOR MANCOMM USE ONLY
- Accounting Department will do benefits processing.
- HR Department will be in charge of recording use of benefits.
- Benefits Structure: appendix 4.2
- Use Benefits Structure as Guide Only.
- Mancomm reserves the right to adjust benefits package
based on Candidate/Employee qualifications, performance & business conditions

4. Long-Term Company-Level Programs

a. Employee Loyalty/Retirement Program:
- The company will reward tenure as follows:
>>>5 years = Php5,000
>>>10 years = Php10,000
>>>15 years = Php15,000
>>>20 years = Php 20,000
>>>25 years = Php 25,000

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COMPANY LOGO HR OPERATIONS MANUAL

EMPLOYEE EXIT GUIDELINES

GOAL: To provide a smooth transition for the company when an employee leaves & exits.

PROCESS CHECKLIST:
 Exit Condition Requirements & Procedure
 Exit Checklist
 Turnover Procedure
 Transition Arrangement

DOCUMENTS & FORMS:

1. Exit Condition Requirements & Procedure

a. If Termination
 Courtesy resignation letter
 Exit Checklist – Turnover Procedure within 1 day
 Exit Interview
 Sign Employee History Report & Check Update 201 file
 Clearance Signature for Last Pay at the BMA Office
 Leave immediately within the day
b. If Resigning
 Voluntary resignation letter with at least 1 month notice
 Exit Checklist – Turnover Procedure within prescribed period
 Exit Interview
 Sign Employee History Report & Check Update 201 file
 Clearance Signature for Last Pay at the BMA Office
c. If AWOL
 For Consecutive 3-day Absence With Out Leave
 First Notice
 Second Notice
 At least 2 Witness Signature in Employee 201 File

2. Exit Interview Checklist

a. Clearance
- Checklist must be completely accomplished to get clearance.
- Clearance will be given when Reps from Accounting, HR, Immediate Boss
& Co-dept. Employee clears the employee
- Last Pay will only be given upon signing of Clearance Letter by Employee
b. Sample Template:
- Sample Resignation Letter: pls. see appendix 5.1
- Sample Resignation Checklist: pls. see appendix 5.2
- Sample Resignation Clearance Letter-LastPay: pls. see appendix 5.3

3. Turnover Procedure
- Resigning Employee & Immediate Boss must prepare a turnover list.
- Turnover list must be filed in Turnover Folder in HR File Rack
- Turnover list must include work-related documents & files:
 printed files & folders
 computer files & filepath
 email documents
 directories
 database

4. Transition Arrangement
- When an employee leaves, schedule shifts and temporary assignments will be given
to the remaining employees until things settle down or a replacement is found.

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